Vendor Tutorial

Account creation

When you join Latchel as a preferred vendor, you’ll receive an email with a link prompting you to create your account. Clicking the link brings you to the password creation page. Create a strong password and you’ll be logged in to your Latchel Office.

 Create a password for your Latchel account.

Create a password for your Latchel account.


introduction to your latchel office

Welcome to your Latchel Office! Here you are able to track all of your jobs in every stage of the workflow. From scheduling to invoicing, it’s all handled here in your office. 

2-Latchel-Office_Payment-Settings-Circled.PNG
1-Latchel Office_Payment-Settings.PNG

You’ll notice on the left hand side menu, a prompt to enter your payment information when first joining Latchel. Your payment information is required to be paid through the Latchel system. Clicking on the Account Settings icon will lead you to your Payment Settings. You cannot be assigned to work orders or paid for invoices until your Payment Settings have been updated.


Payment Settings

 This is where your payment settings are stored.

This is where your payment settings are stored.

2-Payment-Settings-Circled.PNG

Click on Add Bank Account and you can get started inputting your information.

3-Business-Information-1.PNG

Enter your Business Type, Business Name, Address, City, State and Zip. Click next when all the required fields information has been added.

4-The-Company-Representative-2.PNG

Enter your First and Last Name, Email, Date of Birth, and the last 4 digits of your Social Security Number. Click Next when all the required fields information has been entered.

 Enter your Bank Account Number and Routing Number, read and accept the Latchel Terms of Service and click Next.

Enter your Bank Account Number and Routing Number, read and accept the Latchel Terms of Service and click Next.

 Success! Your Payment Settings have been saved. In the menu to the left, click the Jobs Icon to return to your Latchel Office.

Success! Your Payment Settings have been saved. In the menu to the left, click the Jobs Icon to return to your Latchel Office.


menu

We’re in the Latchel Office. Let’s look at the menu to the left before moving on.

1-Latchel-Office.PNG

This is the menu that leads to all areas of your Latchel Office.

2-Menu.PNG
 Down on the bottom left, you can expand the menu by clicking the box with the small grey arrow.

Down on the bottom left, you can expand the menu by clicking the box with the small grey arrow.

 Expanding the menu gives you a better view of what the icons represent. Here you’ll see Jobs, Invoices, Account Settings and Logout. 

Expanding the menu gives you a better view of what the icons represent. Here you’ll see Jobs, Invoices, Account Settings and Logout. 


working your jobs

Scheduling

Here is the main Latchel Office where you are able to track all of your jobs in every stage of the workflow. Gather Estimate, Scheduling, Confirming Completion, Invoices, Scheduled Today, Scheduled Later, and Other Work Orders can all be accessed from this main hub.

 There is a job in the Scheduled column, clicking on Schedule in the blue box will open the work order giving access to all the information about the job and the ability to schedule it.

There is a job in the Scheduled column, clicking on Schedule in the blue box will open the work order giving access to all the information about the job and the ability to schedule it.

Clicking the schedule button has brought up the work order. As you can see, all the information you need is here. You can schedule the job by clicking the Select Schedule button or if you can’t accept the job, you can refuse by clicking the button Find Someone Else For The Job.

3-Scheduling-2.PNG
 Refusing let’s us know we need to find someone else for the job. If you chose that option by mistake email us at  team@latchel.com  and we’ll get it straightened out.

Refusing let’s us know we need to find someone else for the job. If you chose that option by mistake email us at team@latchel.com and we’ll get it straightened out.

 Select Schedule brings you to the scheduling screen where you can choose available times based on the tenants availability. We already reached out to the tenant and got their availability, all you need to do is choose a time that works best for you. If no times work, click on the button No Times Work.

Select Schedule brings you to the scheduling screen where you can choose available times based on the tenants availability. We already reached out to the tenant and got their availability, all you need to do is choose a time that works best for you. If no times work, click on the button No Times Work.

If no times work for you, we reach back out to the tenant to get more availability from them. When they give us more availability, you’ll receive an alert and you’ll see the job back in your scheduling column in your Latchel Office.

6-No-Times-Work.PNG

 In this example, Monday morning, Feb 26th between 8am-12pm works. Clicking on that time frame highlights it and can be confirmed by clicking the box Confirm Schedule in the lower left hand corner.

7-Please-Schedule-Monday.PNG
 Success! The job is scheduled for Monday Feb 26th between 8am-12pm. 

Success! The job is scheduled for Monday Feb 26th between 8am-12pm. 

We can see here in the Job Office that work order 5-987 has been moved from Scheduling into the Scheduled Later column and is awaiting the work date.

9-Latchel-Office-Scheduled.PNG

Submitting Your invoice

Here is the main Latchel Office where you are able to track all of your jobs in every stage of the workflow. Gather Estimate, Scheduling, Confirming Completion, Invoices, Scheduled Today, Scheduled Later, and Other Work Orders can all be accessed from this main hub.

2-Awaiting-Invoice.PNG
3-Create-Invoice.PNG
 Here is where your billable Line Items are added to the invoice. Click the +Add Item button to add the first field.

Here is where your billable Line Items are added to the invoice. Click the +Add Item button to add the first field.

 Adding a line item will enable a drop down menu where you can choose from Minimum Service Charge, Regular Hourly, Evening Hourly, Weekend Hourly, Emergency Hourly, Material Cost and Miscellaneous.

Adding a line item will enable a drop down menu where you can choose from Minimum Service Charge, Regular Hourly, Evening Hourly, Weekend Hourly, Emergency Hourly, Material Cost and Miscellaneous.

 In this example, Regular Hourly Service at $85 an hour for freezer repair has been added.

In this example, Regular Hourly Service at $85 an hour for freezer repair has been added.

 Click + Add Item to add more, as many as you need to complete the invoice.

Click + Add Item to add more, as many as you need to complete the invoice.

 In this example, Material Cost at $95 for a Replacement Ice Maker has been added bringing the total invoice to $180. Our 10% fee is automatically deducted when you add your line item costs. Once all line items have been added and the invoice is complete. Click the Next button.

In this example, Material Cost at $95 for a Replacement Ice Maker has been added bringing the total invoice to $180. Our 10% fee is automatically deducted when you add your line item costs. Once all line items have been added and the invoice is complete. Click the Next button.

 Next is the description, as well as, before and pictures of the work that was completed. Please note that the invoice CANNOT be submitted unless before and after pictures are provided. 

Next is the description, as well as, before and pictures of the work that was completed. Please note that the invoice CANNOT be submitted unless before and after pictures are provided. 

 In this example, “Remove and replace broken ice maker, clean and test new unit.” including the before and after pictures have been added. Please give a detailed and accurate description of the work that was completed. Click the Next button and proceed to reviewing the invoice.

In this example, “Remove and replace broken ice maker, clean and test new unit.” including the before and after pictures have been added. Please give a detailed and accurate description of the work that was completed. Click the Next button and proceed to reviewing the invoice.

The invoice has been created and this is the final step before submission. Review all the details and when things look good click the Submit Invoice button.

11-Review-Invoice.PNG
12-Invoice-Received.PNG

invoices

Here is the main Latchel Office where you are able to track all of your jobs in every stage of the workflow. Gather Estimate, Scheduling, Confirming Completion, Invoices, Scheduled Today, Scheduled Later, and Other Work Orders can all be accessed from this main hub.

 Invoices that you submit from completed jobs can be viewed in the Invoices section of the Latchel Office. Click on the Invoices tab in the menu on the left hand side to access them.

Invoices that you submit from completed jobs can be viewed in the Invoices section of the Latchel Office. Click on the Invoices tab in the menu on the left hand side to access them.

 We are now in the Invoices section of the Latchel Office. Here we can see invoice 92-206 we submitted from our example completed ice maker replacement job for work order 6-206. Clicking on either the name or number of the invoice will bring you to the details of the completed job and invoice.

We are now in the Invoices section of the Latchel Office. Here we can see invoice 92-206 we submitted from our example completed ice maker replacement job for work order 6-206. Clicking on either the name or number of the invoice will bring you to the details of the completed job and invoice.

Here you can view all aspects of the completed and invoiced work order. Underneath the title of the work order there are 4 tabs. Job Details, Files, Reviews and Invoice. As you can see Job Details contains all the information given to you about the work order. 

4-invoice-job-details.PNG
 The Files tab contains any files that were uploaded and attached to the work order. Here we see the before and after pictures that were submitted along with our invoice. Estimates, pictures, work orders, any files that were uploaded in the job history will be found here.

The Files tab contains any files that were uploaded and attached to the work order. Here we see the before and after pictures that were submitted along with our invoice. Estimates, pictures, work orders, any files that were uploaded in the job history will be found here.

 The Reviews tab is for customers that wish to give you a review for doing an amazing job as a Latchel preferred vendor. We love hearing great things about our vendors!

The Reviews tab is for customers that wish to give you a review for doing an amazing job as a Latchel preferred vendor. We love hearing great things about our vendors!

 The Invoice tab has our submitted invoice in its current state. As you can see here, this invoice is unpaid and is being processed for payment on 03/02/2018. Feel free to come here anytime to see the state of your invoices or if you need to get details from a job you already completed.

The Invoice tab has our submitted invoice in its current state. As you can see here, this invoice is unpaid and is being processed for payment on 03/02/2018. Feel free to come here anytime to see the state of your invoices or if you need to get details from a job you already completed.


logout

Here is the main Latchel Office where you are able to track all of your jobs in every stage of the workflow. Gather Estimate, Scheduling, Confirming Completion, Invoices, Scheduled Today, Scheduled Later, and Other Work Orders can all be accessed from this main hub.

 When you are finished in your Latchel Office, click the Logout icon in the menu on the left hand side to end your session.

When you are finished in your Latchel Office, click the Logout icon in the menu on the left hand side to end your session.